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SHARING TECHNOLOGY BID
EFFICIENT GOVERNMENT FUND
(Please note: The information contained in this bid is a broad brush approach and will need to be further developed and examined at Stage 2.)
Stage 1 Application - Expression of Interest
Part 1: Summary Table
Bid Number (for EG Use) | EGF/1/3/093 |
Lead bidder. | West Dunbartonshire Council
Head of Information Services
Tel : 01389 737574
Angela.clements@west-dunbartonshire.gov.uk |
Brief Description of the aims of the project. | Shared Document Management for receipt, scanning, storage and forwarding of mail. Shared ICT disaster recovery services & associated contingency facilities/equipment. Framework agreements for collaborative procurement of Data/Voice services, Disaster Recovery and Network maintenance services. Introduce the use of wireless/mobile technology across a number of services within the Council Shared contact centres with out-of-hours 3 rd party call centre support. |
Clear descriptions of what the EGF money would be used to buy. | A shared correspondence distribution centre and the procurement of associated software for receipt, scanning, storage and forwarding of mail via document management. Shared ICT Disaster Recovery services and associated contingency facilities/equipment. Framework agreements for collaborative procurement of Data/Voice services, Disaster Recovery and Network maintenance services. Procurement of wireless/mobile devices i.e. tablets, laptops, Personal Digital Assistants (PDA's). Development of in-house and 3 rd party application systems to become wireless enabled. Develop technology and infrastructure to enable the implementation and continued development of a service able to support out of hours 3 rd party call centre. Partnership working with third party to provide out of hours contact service. Funding of Resources to implement the efficient government projects. Consultancy to assist the Council in the implementation of the proposals. Consultancy to develop the Stage two bid. |
Partners to the project likely to commit resources | West Dunbartonshire Council.
Dunbartonshire & Argyll & Bute Valuation Joint Board
Argyll & Bute Council
East Dunbartonshire Council |
Names of other organisations with whom the project has been discussed (to assist the introductions process). | Relevant private sector suppliers and consultants. Other potential public sector bidders to the Efficient Government Fund. |
Evidence that suggested approach has been deployed successfully elsewhere. | Feedback through COSLA that similar projects are being examined elsewhere, e.g., "Clyde Valley Partnership", Ayrshire and Fife bid. |
Are there any restrictions to enlargement of the project (i.e., number of Partners) | No restrictions. The concept behind the proposal could in theory be implemented Scotland-wide across all facets of the public sector and through the active participation of the private sector. |
Benefits projected from the project. | Reduction in costs through Partners sharing back office processes for the handling scanning, storage and forwarding of incoming mail. Reduced paperwork and duplication of information via document management. Reduction in storage costs. Shared ICT Disaster Recovery facilities required to support Business critical services key to the smooth response to disaster situations. Economies of scale from collaborative procurement of externalised services and, where appropriate, the rationalisation of Partners Data/Voice network communications facilities in rural communities. Improved service provision and flexibility of workforce through use of wireless/mobiles devices. Improved customer responsiveness. Reduction in travel and expenses. Improved flexible working for staff. Extension of service provision to citizens through contact centres, economies of scale from collaborative working, sharing service provision. Transactions concluded at point of contact. Improved flexible working for staff. Improved joint working with partners. |
Sharing Technology Bid
Efficient Government Fund
Expression of Interest
Element | Estimates | Totals | 2005/6 | 2006/7 | 2007/8 | 2008/9 | 2009/10 |
|---|
Shared Document Management | Costs | 750,000 | 0 | 350,000 | 190,000 | 150,000 | 60,000 |
|---|
Projected Benefits | 1,280,000 | 0 | 170,000 | 370,000 | 370,000 | 370,000 |
|---|
Disaster Recovery | Costs | 1,000,000 | 0 | 500,000 | 175,000 | 175,000 | 150,000 |
|---|
Projected Benefits | 1,500,000 | 0 | 250,000 | 450,000 | 400,000 | 400,000 |
|---|
Collaborative procurement | Costs | 325,000 | 0 | 325,000 | | | |
|---|
Projected Benefits | 1,320,000 | 0 | 330,000 | 330,000 | 330,000 | 330,000 |
|---|
Wireless/mobile technology | Costs | 850,000 | 0 | 400,000 | 150,000 | 150,000 | 150,000 |
|---|
Projected Benefits | 1,700,000 | 0 | 100,000 | 250,000 | 500,000 | 850,000 |
|---|
Contact Centre | Costs | 800,000 | 0 | 350,000 | 150,000 | 150,000 | 150,000 |
|---|
Projected Benefits | 900,000 | 0 | 0 | 100,000 | 300,000 | 500,000 |
|---|
Consequential technology and infrastructure upgrade | Costs | 1,700,000 | 0 | 950,000 | 750,000 | 0 | 0 |
|---|
Projected Benefits | 2,000,000 | 0 | 0 | 500,000 | 650,000 | 850,000 |
|---|
Consultancy to Develop Stage 2 Bid | Costs | 150,000 | 150,000 | 0 | 0 | 0 | 0 |
|---|
Projected Benefits | 0 | 0 | 0 | 0 | 0 | 0 |
|---|
Consultancy to implement proposal | Costs | 450,000 | 0 | 150,000 | 150,000 | 150,000 | 0 |
|---|
Projected Benefits | 0 | 0 | 0 | 0 | 0 | 0 |
|---|
Resource Costs to implement Project | Costs | 720,000 | | 180,000 | 180,000 | 180,000 | 180,000 |
|---|
Projected Benefits | 0 | | 0 | 0 | 0 | 0 |
|---|
TOTALS | Costs | 6,770,000 | 150,000 | 3,205,000 | 1,745,000 | 955,000 | 690,000 |
|---|
Projected Benefits | 8,780,000 | 0 | 850,000 | 2,000,000 | 2,550,000 | 3,300,000 |
|---|
Is a pilot required - see guidance notes. | West Dunbartonshire Council has already a tried and tested Disaster Recovery plan and has engaged with a third party vendor, which has resulted in a successful tested solution. This experience can be shared with other partners. YES - pilot of PDA/wireless network technology within agreed scope of project. West Dunbartonshire and Argyll & Bute Council has already initiated a Document Management project which could be further expanded throughout the Councils and shared with partners. |
Additionally: why is EG funding required? | The funding for the shared implementation of the projects detailed in the bid cannot be met from the Council's current budgets as each Council's systems are at different stages of their life cycles and in some instances not started The current financial restraints under which the Council operates prohibits the investment required to tackle each of the service requirements detailed in the proposed bid. The Council's have previously funded projects in this area to ensure the technology works, the business process can be re-engineered and perceived benefits are achievable. The EGF funding for these projects will allow the realisation of the long term benefits. Aiding development of more efficient ways of delivering essential services and associated supporting facilities through the development of shared projects, including collaborative procurement, which has the potential to reduce Partners costs and streamline service delivery. The initiative provides for the establishment of a shared correspondence distribution centre and associated software, ICT Disaster Recovery facility, together with the essential supporting infrastructure which is increasingly required to deliver current and future initiatives such as the Customer First Agenda and Electronic Service Delivery targets. |
Does this project complement in anyway other EG work. | Yes. A Customer Relationship Management system with Citizen's Account would be complemented by the introduction of contact centres and wireless & mobile working. |
Part 2: Narrative Bid
2.1 Objectives behind the Application
The objectives of this Bid are to reduce all Partners' operational costs, strengthen existing back office processes, improve the quality and efficiency of service delivery, and release back office staff for redeployment to front line duties.
It is proposed to deliver these objectives by sharing key back office systems and processes such as correspondence management, document image processing , contact centres, wireless & mobile working and management of ICT disaster recovery in addition to, where appropriate, rationalising the Partners ICT infrastructures with the purpose of generating on-going revenue-based savings. Furthermore, it is intended to achieve benefits through the collective contracting arrangement for 3 rd party disaster recovery and call centre providers.
For clarification / further information,
Angela A Clements
Head of Information Services
West Dunbartonshire Council
Angela.clements@west-dunbarton.gov.uk
Tel: (01389) 737574